Last updated 12 Oct 2026
How to switch NDIS software without losing a claim cycle
A practical, vendor-neutral checklist.
Switching NDIS software goes best at the start of a pay and claim cycle. Export participants, plans, staff, credentials and open invoices from your current system, set them up in the new one, run both side by side for a short period, then make your first bulk claim from the new system. Keep the old system until remittances are reconciled.
Steps to switch your NDIS software
Most of the risk is in claims and pay, so plan around those cycles.
Pick a start date
Choose the start of a pay period and claim cycle, and avoid the weeks around 30 June when price limits often change.
Export from your current system
Participants and contacts, plans and funded services, staff and credentials, open quotes and agreements, unpaid invoices and unclaimed supports.
Set up the new system
Add your organisation details, roles, price settings and forms, then import staff and enter or import participants.
Run in parallel
Roster and record notes in the new system for a short period while you check the results against the old one.
Make your first claim
Claim new supports from the new system. Finish claiming older supports from the old system so nothing is claimed twice.
Reconcile and close
Keep the old system read-only until every remittance is matched, then archive its records as your policies require.
What data should I export first?
Anything you need to deliver, claim or pay correctly next week: participants, plans, contacts, staff, credentials, agreements and unclaimed supports. History can follow.
How long does a switch take?
It depends on your size and data. Our team helps you move participants, workers and service agreements over from spreadsheets or other software.
How do we train support workers?
Start with the mobile app basics: shifts, clock-in, notes and the help button. New accounts receive setup emails covering rostering and the mobile app.
Frequently asked questions
When is the best time to switch?
At the start of a pay and claim cycle, away from the end of the financial year when price limits often change. Our switching guide has the steps.
Can we import our existing participants?
Staff can be imported from a spreadsheet (CSV file), with a preview before anything is saved. There's no self-serve participant import: our team helps you move participants, workers and service agreements over from spreadsheets or other software when you set up your account.
Can we import our staff list?
Yes. Staff can be imported from a CSV file. You see a preview and any problems before anything is saved.
Can we get our data out if we leave?
Yes. Most registers and records can be exported as CSV or PDF while you are a customer, and an admin can export everything held about one participant or staff member in a single download. Form records are kept for at least 7 years while you use Autonomy Care.
If your subscription ends, you keep read-only access for 30 days so you can export what you need, and if you ask during that time we'll send you a copy of your data in common formats, such as CSV and PDF. We then delete your organisation's data within 90 days, unless the law requires us to keep something longer. There's no fee to leave or to take your data with you.
You stay responsible for keeping your own NDIS records for as long as the rules require, such as 7 years for incident and complaint records, so export them before you go. Our terms of use summarise these terms, and your customer agreement with us governs.
Will someone help us set up?
After your account is created you receive short setup emails over the first week covering setup, rostering and the mobile app, and billing. Our team also helps you move participants, workers and service agreements over from spreadsheets or other software.
How do we train our support workers?
See it with your own rosters and plans
Get started, or book a demo and we will walk you through it with your questions.